How to Minutely Transcribe a Meeting

What Is Transcribing? A Complete Guide

Transcribing means turning speech or thoughts into written text. People have practiced transcription for thousands of years, dating as far back as 3400 BCE with the ancient Egyptians. Today, transcription has moved beyond hand-written records to include modern audio and video formats. In this guide, you’ll learn how transcription works, why it has evolved, and the steps required to create accurate transcripts.

Why Transcription Matters Today

Audio and video content are more common than ever. Meetings, interviews, and lectures are now often recorded, which makes transcription essential for:

• Storing ideas and information
• Making meetings and events accessible
• Creating searchable records
• Complying with legal or accessibility requirements

Manual transcription is time-consuming. Transcribing one hour of audio often takes three to five hours (2023). That's why automated solutions and professional services have become important for many businesses and individuals.

Step-by-Step Transcription Process

Transcription involves three main steps:

1. Recording the audio
2. Creating the transcription file
3. Proofreading the transcript

Recording the Audio

Good transcription starts with a clear recording. Key factors that affect audio quality include:

• Recording device: High-quality microphones pick up sound more clearly than built-in tablet or laptop microphones. An omnidirectional microphone can capture voices from all directions.
• Environment: A soundproof room helps reduce background noise and prevents other sounds from interfering with the recording.
• Number of speakers: More speakers make transcription harder, especially if people talk over each other. Assigning speakers to different microphones can help.
• Type of session: Audio-only sessions need fewer devices than meetings that require both audio and video transcription.
• Device preparation: Always check that your devices have enough battery life and storage to last through the whole session.

Before the meeting, do a test recording in the same room. This step helps spot and fix audio problems before the actual session begins.

Creating the Transcription File

There are two main ways to produce a transcript:

• Real-time transcription: Some platforms, like Zoom, offer real-time transcripts during meetings. You can use these tools to get a first draft. Remember to take notes and check for errors as the transcript is being created.
• Post-session transcription: You can also record the session and transcribe it afterward using professional transcription services or automated transcription tools. This approach lets you focus on the meeting itself and create a more accurate transcript later.

For video meetings, some services, such as Microsoft Teams, can generate automatic captions for recorded videos, although these are currently only available in English.

Proofreading

Most automated or human-created transcripts will not be 100% accurate. Proofreading is necessary to reach near-perfect accuracy by catching:

• Grammar and punctuation mistakes
• Misheard words due to heavy accents
• Errors from overlapping speakers

Professional transcription proofreading services can help polish your text, ensuring transcripts are error-free.

Best Practices for Transcribing Meetings

To get the best results from transcription, follow these tips:

• Record meetings in a quiet, controlled environment.
• Use high-quality, fully charged recording devices.
• Brief all participants to avoid talking over each other.
• Label speakers when creating the transcript for clarity.
• Transcribe meetings as soon as possible while the discussion is still fresh.

Options for Transcription Services

Depending on your needs, you can choose from several options:

• Human-powered transcription for high accuracy and complex content
• Automated transcription for quick turnaround
• AI transcription subscriptions for regular, high-volume needs
• Closed captioning services for video accessibility
• Subtitling services for multiple languages

Many services let you order transcription online or find more information about transcription pricing before you begin.

Benefits of Accurate Transcription

Accurate transcripts are valuable for:

• Keeping detailed records of events
• Making learning and review easier
• Improving accessibility for those who are deaf or hard of hearing
• Allowing quick searches for specific topics or keywords

According to a study in 2021, 98% of users said transcripts help them better understand and recall meeting details.

Conclusion

Transcription has changed the way people keep records—allowing for accurate, accessible accounts of meetings, lectures, and interviews. Instead of inaccurate or incomplete notes, transcription gives you a complete record that you can refer back to at any time. For best results, complete your transcription soon after the session. If you need dependable transcription, GoTranscript offers solutions for every transcription need, including automated and AI-driven services, captions, subtitling, and translation. You can also order transcription or order captions online for quick, accurate results.